Creating an extended integration for Asana users

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You'll get visibility of your users as data from Asana is automatically transformed into consumable information and actionable insights.

Connect Oomnitza and Asana in minutes

Get the information and insights that you need to reduce costs and the time that you spend on administration tasks such as:

• Configurable dashboards and list views of key asset and software information
• Configurable reports to share information about your assets and software with your colleagues and management
• Configurable workflows for deactivating and deleting users

Navigation

Add your workspace ID as a global variable

Add you connection credentials to the Oomnitza vault

Create the integration

Create workflows 

Before you start

To stream Asana data into Oomnitza, you must create an Asana app.

Use this URL if you're prompted to enter a redirect URL: https://generic-oauth2-proxy.oomnitza.com/oauth2/redirect_url. 

To add your 0Auth 2.0 credentials to Oomnitza, you must capture this information when you create your Asana app:

• Your client ID
• Your client Secret

Scope
When you add your credentials to Oomnitza, you must also enter a value for scope. The value for scope, is either default or profile. Learn more Get multiple users.

Useful links

 Asana API Overview

 Asana: 0Auth 2.0 Authentication

Set your Asana workspace ID as a global variable

To save time when you use the API block to create workflows, set your workspace ID as a global variable:

1. Log into Oomnitza.
2. From the menu, click Configuration > General > Global Settings.
3. Click Add new variable (+).
4. Add the Asana.WorkspaceId variable and its value.
5. Save your changes.

Workspace ID
To find out how to retrieve your workspace ID, see Asana API.

Add credentials to the vault in Oomnitza

Best practice
For the integration with Oomnitza, create a dedicated user account.

To authorize connections between Oomnitza and Asana, you must add the 0Auth 2.0 credentials that you created for Asana to the credentials vault in Oomnitza.

1. Log into Oomnitza.
2. Click Configuration > Security > Credentials, and then click Add new credential (+).
3. On the INFORMATION tab, complete these actions:
   1. Add the name of the credential such as Asana Users.
   2. Add the name of the owner. 
4. On the AUTHORIZATION tab, complete these actions:
   • As authorization type, select 0Auth 2.0.
   • From the SaaS list, select Asana.
   • Enter your client ID and client secret.
   • Enter a value for scope, which is either default or profile.
   • Click Authenticate.
5. Click CREATE. 

Next step

You use the credentials that you added to create and customize your Asana integration with Oomnitza.

Create the user integration

Info and connect details

1. From the menu, click Configuration > Integrations.
2. Click the Integrations List View .
3. On the Integrations page, scroll down to the Extended section for User Integrations.
4. Click NEW INTEGRATION.
5. In the New User Integration sidebar, click Asana.
6. To integrate Oomnitza with the Asana User Load, click APPLY and then click NEXT twice.

Connect page

Best practice
To ensure that only live user records are streamed from Asana to Oomnitza, choose Update only as your integration preference. When you run the integration, you can check the error logs to see which user records weren't uploaded and why they weren't uploaded. You can then decide whether to upload the user records that were skipped by changing your integration preference to create and upload. See How to access error logs.

1. Enter a descriptive name for the integration such as Asana Users. That'll be the name of the user integration that is shown on the Integrations page.
2. From the User Selection list, select User plus SaaS User or User only.
3. If you select User plus SaaS User and you have multiple instances of the same SaaS application, select the application from the SaaS Selection list. If you have a single instance of the SaaS application, skip this step.
4. From the installation type list, select Cloud.
5. From the Credentials list, select the credentials from the Oomnitza vault.
6. From the Integration Preferences list, select Update only.   
7. Enter the name of the user of the integration.
8. Enter the workspace ID of your company.
9. Click Next.

Mappings

Map the Asana fields to Oomnitza fields and create custom mappings to get the user information that you need.

Standard Asana to Oomnitza mappings

The following Asana fields can be mapped to Oomnitza: 

• Connector Sync Time
• Display Name
• Email
• Resource Type
• User Id

Ensure that you select one of the fields as the Sync Key such as the email field.

Want to map more Asana asset fields to Oomnitza?
Contact Support, or see Mapping extended connectors.

When you've completed mapping the Asana fields to Oomnitza fields, click NEXT.

Schedule

By default, Asana user data is streamed to Oomnitza once every day.

You can configure the schedule to meet your needs such as changing the interval or changing the time so that the data is streamed when your system isn't busy.

1. Configure your schedule.
2. Click FINISH.

Result

A new tile is created for the integration on the Integrations page. 

What to do next

If you want to see what information is collected now, click the tile on the Integrations page and click RUN.

Figure: Mock-up for illustration purposes

If you want to change the integration settings, you can click a navigation link on the page, such as 4 Mappings, and edit the settings. 

User workflows

You can use the following presets to create user role workflows:

• Asana user role
• Asana extended user role

Asana user role preset

When the workflow that uses the Asana User Role preset is run, it detects which users are active. It then assigns the Member role to the active Asana users that were loaded into Oomnitza.

Asana extended user role preset

To run the Asana extended user role preset, you must enter the workspace ID of the Asana workspace. 

When you run the workflow,  the roles of Admin, Member, or Guest are assigned to the Asana users that were loaded into Oomnitza based on their status.

Users that have a status of invited only are automatically removed because they are not relevant from a license perspective.

Asana user loads
When Asana users are loaded into Oomnitza, invited users are also loaded. When either of the user role workflows is run, invited users are removed from Oomnitza.

Asana delete user preset

You use this preset to delete a user in Asana by removing the user from the Asana workspace. Typically,  you use this when an employee leaves the company or when an employee has not used the application for a certain period of time.

Creating user role workflows

1. Click Configuration > Workflows > SaaS Users.
2. Click Add. The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and the description of the workflow. 
4. Edit the Begin block by choosing a schedule and adding the rules that will trigger the workflow. For example, add the rule Name equals Asana, and a rule to trigger the deactivation of the user.
5. Drag and drop the SaaS User Role retrieval block onto the sandbox.
6. Enter Asana in the search field and choose one of the following presets:
   • Asana User Role
   • Asana Extended User Role
7. Click the right arrow next to the preset. For both presets you must select credentials. For the Extended User Role preset, you must enter a Workspace ID if you haven't added the Workspace ID as a global variable.   
8. Click SAVE.
9. Connect the blocks.
10. Validate, launch, and save your workflow.

Creating delete user workflows

1. Click Configuration > Workflows > SaaS Users.
2. Click Add. The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and the description of the workflow. 
4. Edit the Begin block by choosing a schedule and adding the rules that will trigger the workflow. For example, add the rule Name equals Asana, and a rule to trigger the deletion of the user.
5. Drag and drop the API block onto the sandbox.
6. Enter Asana in the search field and and click the right arrow next to Asana Delete User. You must select credentials.   
7. Click SAVE.
8. Connect the blocks.
9. Validate, launch, and save your workflow.

 Understanding workflows

 Workflow block overview 

Unleash the power of Oomnitza

To get valuable actionable insights that help you manage your assets, learn how to:

• Configure dashboards for your users and software
• Configure custom reports about your users and software
• Configure workflows to automate tasks

See Getting started.